Page 2 Attachment, ADC 463 

ADC 463 

Intra-DLA change to Revise DLMS 940R, Release Order, to Support 

Directed Release of Materiel in Support of RBI Public Sales Process 

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION: 

a. Functional Point of Contact: Phone: 269-961-5213 

b. Technical Point of Contact: Phone: 269-961-5492 

2. FUNCTIONAL AREA: 

a. Primary Functional Area: Order Fulfillment 

b. Secondary Functional Area: Customer Relationship Management 

c. Primary Functional Process: Materiel Release Orders / Issues	 	

			 

3. REFERENCE: DLA J627 memorandum dated November 9, 2011, subject: Approved 

DLMS Change (ADC) 434, Intra-DLA Revisions to the DLMS 940R, Materiel Release, and 

Associated Procedures to Support Directed Release of Materiel under Reutilization Business 

Integration (RBI) (Supply) (Staffed as PDC 441). This ADC identifies several additional data 

fields for use under RBI. These new elements include creation of the Disposal Turn-in 

Document (DTID) Number as a secondary reference number used in conjunction with the 

controlling document number for the transaction. This ADC also adds the Transportation Mode 

or Method to be used for identification of customer pick-up. Use of the DTID Number and 

identification of customer pick-up on the DLMS 940R, MRO, for public sales are discussed 

below. 

4. BACKGROUND: 

a. Project Overview: DLA Disposition Services is a worldwide presence within the 

Department of Defense, with disposal specialists in 14 foreign countries, two U.S. territories and 

39 states. Disposition Services’ mission is the execution of disposition solutions for excess 

military property. The RBI project will integrate Disposition Services with the DLA Enterprise 

Business System (EBS), replacing the DLA Disposition Services Automated Information System 

(DAISY) suite of applications. 

b. Business Scenario: DLA Disposition Services maximizes the benefit recognized by 

the American taxpayer by executing the sale of excess military property deemed eligible for 

public consumption. 

(1) The EBS Customer Relationship Management (CRM) application will support the 

execution of DLA Disposition Services public sales merchandising requirements. Excess 

military property eligible for public sale will be published to web auctions within the EBS CRM 

web channel application. DLA Disposition Services web auctions are required to be accessible 

to the general public without any form of user registration. Published web auctions will be 

viewable by the general public but users will be restricted from submitting bids until a self-
Page 3 Attachment, ADC 463 

registration process is completed. The completion of the self-registration process will result in 

the creation of an EBS CRM business partner record that will allow the registered user to submit 

bids against published web auctions. 

(2) The determination of an auction winner is a manual process performed by a DLA 

Disposition Services Sales Contracting Officer (SCO). Once an auction winner is determined, 

the SCO will require the chosen customer to submit an End Use Certificate (EUC). The data 

contained on the EUC will be used to authenticate the customers’ self-registration credentials 

and verify their eligibility to receive the auctioned property. Pending customer validation and 

approval, an EBS CRM sales order document will be created. 

(3) At this point in the sales processes the customer’s business partner record and sales 

order document will replicate from the EBS CRM application into the EBS Enterprise Central 

Component (ECC) application via internal SAP middleware. 

(4) The EBS ECC application will support the execution of DLA Disposition Services 

financial and inventory management requirements. The Defense Finance Accounting Service 

(DFAS) will post customer payments within the EBS ECC application, clearing open billing 

documents linked to the sales order document. The process of clearing sales order billing 

documents will trigger the creation of delivery documents. As delivery documents are 

generated, EBS ECC will transmit Materiel Release Order (MRO) transactions to the 

Distribution Standard System (DSS). 

(5) The DSS will support the execution of DLA Disposition Services warehousing 

requirements. The MRO transaction will identify the sales order document by a system 

generated Original Document Number (ODN) (this is the primary document number on the 

transaction) and identifies the property being issued by the assigned Disposal Turn-in Document 

(DTID) number (this is the secondary reference document number on the transaction). All 

Disposition Services public sales MROs will be flagged as customer pick-up. The MRO 

transaction will serve as the indicator to the Disposition Service field activity personnel 

responsible for managing property removals that customer payment was received and removal is 

permitted. 

(6) Once the customer removes the property, the DSS application will transmit a 

Materiel Release Confirmation transaction containing the associated sales order ODN and DTID 

to the EBS ECC application. The Materiel Release Confirmation transaction will trigger the 

posting of a goods issue transaction against the sales order delivery document. The goods issue 

transaction will decrement the EBS ECC inventory balances to reflect the removal of the 

property and update the sales order document to reflect the completion of the sale. 

c. Intent of the transaction: The DLMS 940R Materiel Release Order (MRO) will 

facilitate the communication between DLA Disposition Services SCOs responsible for awarding 

property to public customers and field activity personnel responsible for supervising the physical 

removal of property from Disposition Services Field Offices. 

d. Procedures, Transactions, Data Elements & Processing Details: For DLA 

Disposition Services public sales, the DLMS 940R Materiel Release Order (MRO) will contain 

an ODN constructed with the valid DLA Disposition Services DoDAAC. The signal code of K 

(ship to supplementary address, bill to supplementary address) will be used and the 
Page 4 Attachment, ADC 463 

supplementary address will contain the newly created and valid Disposition Services public sales 

DoDAAC. The Document Identifier Code (DIC) of A5E will be used to indicate the transaction 

contains exception data. The exception data will contain the public customer’s first and last 

name. This data will be used by the field activity personnel responsible for supervising customer 

removals to verify the correct customer is removing the proper property from the field office. 

5. APPROVED CHANGE(S): 

a. Reason for Changes: The requested changes listed below are in support of the RBI 

program responsible for the implementation of DLA Disposition Services public sales business 

processes within the existing DLA enterprise suite of applications. 

b. Requested Change Details: The following new procedures will be used to identify 

the customer for DLA Disposition Service public sales MROs. 

 N101, Qualifier Z7 (Mark for Party) is made available for use by DLA 

Disposition Services. 

 N102, Name, is made available for identification of the Disposition Services 

public customer’s first and last name. 

 The DLMS Supplement is modified as follows to reflect these changes. Other 

required RBI changes to the DLMS 940R are identified by ADC 434 

(reference 3, above) : 

# Location DLMS Supplement 940R Revision Reason 

1. 2/N101/1100 Revise DLMS note for existing Qualifier Z7 as follows: 

Z7 Mark-for Party 

DLMS Note: 

1. Use in redistribution orders, materiel release orders, 

historical materiel release orders, materiel release order 

modifications, disposal release orders, historical disposal 

release orders, and disposal release order modifications, to 

identify an entity located within the ship-to address that is to 

actually receive the materiel. 

2. For DLA Disposition Services public sales, the customer 

shall be identified as the Mark-for Party using N102. Use in 

conjunction with N101, Code BS, Bill and Ship To, identifying 

the unique DLA Disposition Services public sales DoDAAC. 

No physical shipment is involved; public sales are designated 

for pick-up only. Refer to ADC 463. 

3. DLMS enhancement; see introductory DLMS note 4a.

Supports RBI 

requirement to 

identify the 

customer by name. 

2. 2/N102/1100 Revise DLMS note for existing data element “Name” as follows: 

Name 

Description: Free-form name 

DLMS Note: 1. Use when transaction includes ComponentClarification of 

usage. 

Note: The 

maximum field 

length for the 
Page 5 Attachment, ADC 463 

unique MRO exception data with N101 Code DA, IAD, and IF to 

identify the exception activity name (this equates to address 

line1). 

See introductory DLMS notes 4a and 4e. 

2. Use to identify the delivery location (used with Qualifier MQ 

above). Field length is 30 positions maximum. 

3. Use with N101 Code Z7, Mark-for Party, to identify the DLA 

Disposition Services public sales customer by first and last 

name. Refer to ADC 463.

Mark-for Party is 

60 positions. 

c. Alternatives: None identified. 

 

6. ADVANTAGES AND DISADVANTAGES: 

a. Advantages: The requested changes will allow DLA Disposition Services Sales 

Contracting Officers to effectively communicate with field activity personnel responsible for 

supervising customer removals via DMLS compliant transactions.

b. Disadvantages: None identified. 	 	

	 	 

7. NOTE ANY REGULATIONS OR GUIDANCE: 

 DOD 4000.25-M, DLMS. See Enclosure 1. 

 DOD 4160.21-M, Defense Materiel Disposition Manual 

8. ADDITIONAL FUNCTIONAL REQUIREMENTS: These changes are in context of the 

RBI initiative. No changes or impacts have been identified for component systems. 

 

9. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: January 2012 

10. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE: Not available at this time. 
Enclosure 1 

Enclosure 1, DLMS Manual Revisions 

Revise DOD 4000.25-M, Volume 2, Chapter 16, as follows. Paragraph numbering is 

approximate pending full re-write of this chapter for RBI-related changes. 

 

 C16.1.4.1.9. Materiel Release Orders (MROs) in Support of Public Sales. In support of 

public sales, the DLMS 940R, MRO sent to DLA Disposition Services Field Offices to direct 

release of a sales order line item will contain system-generated document number constructed 

using a valid DLA Disposition Services DoDAAC as the primary document number in the 

transaction. The DTID number identifying the property will be carried as a secondary 

reference number. In addition, the sales order reference number will be passed in each 

transaction as secondary to the DTID Number. This will enable the Field Office to identify all 

associated MROs into a single pick order. The supplementary address will contain the valid 

DLA Disposition Services public sales DoDAAC, along with signal code ‘K’ indicating ship to 

and bill to the supplementary address. Public sales MROs will contain a DoD Transportation 

Mode Code of ‘X’ to indicate customer pick up. Additionally, these MROs will contain the 

public sales customer’s first and last name as the Mark-For Party, to be used by Field Office 

personnel responsible for supervising customer removals, to verify the correct customer is 

removing the property. Once property is removed, the Field Office will send a DLMS 945A 

Materiel Release Confirmation transaction, containing the applicable document number and 

DTID number, to DLA Disposition Services.